You’ve probably heard the saying, “information is power.” These words are true on many levels. However, many business owners fail to realize that information can also be very powerful if it falls into the wrong hands. Or, if your information is lost or destroyed, the results can be equally catastrophic.
In order to prevent these things from happening to you, you need to make sure your business is following the best document storage practices. In this post, we’ll share what these practices are and how you can incorporate them into your document storage plan.
1. Keep it Organized
One of the most common reasons for data and information loss is a lack of organization. Sometimes, the amount of paperwork required to run a business can be overwhelming at times. If you do not have an effective filing system in place, it can be nearly impossible to find the documents you need when you need them.
That’s why it’s always a good idea to create a comprehensive filing system within your office for your documents. There are a few different ways you may choose to organize your files:
- Alphabetically
- Numerically
- By client type
- More…
In addition to creating an effective filing system, you should always make sure boxes containing your documents are clearly labelled.
The same principles apply for storing digital documents – make sure each file is named and stored in the appropriate folder.
2. Take Steps to Protect Your Documents From Theft
To avoid having your documents stolen, you should always keep them protected by lock and key. This could mean locking the room they are kept in or simply purchasing a lockable filing cabinet.
Also, you should only give access to your documents when absolutely necessary. There have been many times when disgruntled employees have gotten back at their boss by stealing or destroying important files.
Alternatively, if you store your files digitally, make sure they are password protected at all times.
3. Use the Appropriate Environmental Controls
Humidity, flooding, light exposure, or extreme heat and cold can be a nightmare for your documents.
That’s why it’s important that you invest in the proper environmental controls. This could be as simple as storing files in a sealed box to prevent light exposure or making sure they’re not stored in a basement to avoid flood damage.
It’s also preferable to store documents in a room in which you can control temperature and humidity levels, as this will further prolong your document’s lifespan.
4. Consider Enlisting The Help Of a Professional
Finally, your best bet for keeping your documents safe at all times is to enlist the help of a professional document storage company. They will likely have a purpose-built facility for the sole purpose of storing important documents. Here, your files can benefit from environmental controls, 24/7 security, and an organized filing system.
Western Archives – Document Storage in Edmonton
Western Archives is a top document storage provider for businesses in the Edmonton area. Our team of expert staff will help keep your files safe at all times. Please contact us today to learn more!
